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ADMINISTRATIVE MANAGER, A&S
Job Title: ADMINISTRATIVE MANAGER, A&S
Job Code: 2784
FLSA:
Job Level: 15
Revised Date: 11/01/2023
Job Family: JF 28
Occupational Summary
Provide overall administrative management and coordination of a variety of business related functions such as finance, budget, personnel, space and facilities planning, grant administration, maintenance and policy interpretation and dissemination of a large, complex and active University department within Arts & Sciences.
Work Performed
Provide programmatic and administrative direction in the formulation, interpretation and administration of current and long-range programs policies, and procedures. Determine fiscal requirements, make projections and prepare overall unit budgets, including analysis of programs and funding needs across multiple sources. Prepare financial statements, analyses and reports reflecting status of programs and activities, setting forth progress, adverse trends and appropriate recommendations. Ensure compliance with University policies and procedures. Confer with administration and faculty to analyze and recommend priorities and goals for future unit needs. Oversee effort reporting. Determine fiscal requirements, make projections, develop fees and prepare budgets for the Small Molecule Synthesis Facility and the Chemistry Shared Instrument Facility. Work with Directors to ensure compliance with Duke Policies and procedures. Identify financial problems and work with managers to develop plans for corrective actions when needed. Provide administrative and financial oversight and direction for both facilities.
Maintain interface with departmental personnel to coordinate operational activities to ensure adequate manning, space and facilities; direct the planning and coordination of purchasing, maintenance, construction and renovation activities for the department; administer a program of property management and accountability. Maintain liaison with all levels of administration, faculty and outside organizations to coordinate unit business, accomplish directives and facilitate the resolution of problems. Supervise and coordinate work of designated employees, which typically includes departmental staff supporting business functions and may include divisional business management employees; manage personnel activities to meet University and departmental objectives in training, equal employment and pay, and wage and salary administration; advise on employment terms and appointment procedures of faculty as appropriate.
Provide management and financial oversight for the Chemistry Teaching Laboratories to include budget preparation and/or coordination for operations and equipment. Oversee budgets and financial results, identify financial problems and work with managersand lab personnel to develop plans and resolve problems. Provide leadership in all aspects of personnel management for all administrative and support personnel. Continue to explore and anticipate staffing solutions to the changing needs of the faculty,staff and students of the Department and the university. Coordinate departmental activities and policies to meet university and departmental objectives. This responsibility includes interacting with the Human Resources office regarding the benefits ofnew as well as continuing employees, coordinating continuing employees, as well as departmental harassment policy training. Serve as liaison with administrative and professional personnel concerning policies and procedures and in personnel administration, grants administration, budgetary management, and safety and security. Implement new operating procedures, taking advantage of information technologies to improve efficiencies in all administrative functions.
Serve as departmental liaison with Arts and Sciences Facilities, as well as the Facilities Maintenance Department. Supervise the management of space and facilities for the all department assigned space, including the preparation of the Facilities Budget, coordinating renovations and maintenance, equipment repair, furniture purchases, and office and laboratory set-ups. Represent department head in meetings and conferences and other affairs of an administrative nature.
Required Qualifications at this Level
Education/Training
Work requires a general business background generally equivalent to a bachelor's degree in a business-related field.
Experience
Work requires 4 years related business or administrative experience to acquire competence in applying general personnel practices, accounting and budgeting principles and coordination of major administrative functions.
Skills
The intent of this job description is to provide a representative and level of the types of duties and responsibilities that will be required of positions given this title and shall not be construed as a declaration of the total of the specific duties and responsibilities of any particular position. Employees may be directed to perform job-related tasks other than those specifically presented in this description.
Duke University is an Equal Opportunity Employer committed to providing employment opportunity without regard to an individual's age, color, disability, gender, gender expression, gender identity, genetic information, national origin, race, religion, (including pregnancy and pregnancy related conditions), sexual orientation, or military status.
Duke aspires to create a community built on collaboration, innovation, creativity, and belonging. Our collective success depends on the robust exchange of ideas-an exchange that is best when the rich diversity of our perspectives, backgrounds, and experiences flourishes. To achieve this exchange, it is essential that all members of the community feel secure and welcome, that the contributions of all individuals are respected, and that all voices are heard. All members of our community have a responsibility to uphold these values.
Essential Physical Job Functions
Certain jobs at Duke University and Duke University Health System may include essential job functions that require specific physical and/or mental abilities. Additional information and provision for requests for reasonable accommodation will be provided by each hiring department.
